QSP Online User Handbook
A growing guide of how to use QSP for your agency’s solutions
Being successful with QuickSolvePlus begins with proper training, and continual learning. “Software is never finished”, they say, and we find this axiom true for QSP too. What better way to capture the fluid development of QSP than to develop a user handbook to serve as a resource for learning, no matter where you are at in your QSP journey?! Whether you are a new company just getting started, or you’ve been with us since the beginning, this handbook should answer any question you have about how to make something work in the app. Our goal is to make you look like a genius. You’re already a hero by serving one of our most precious and vulnerable populations. Let us help you solve the other stuff. You serve. We solve.
Custom Service Types
Whether you are vendored for SLS, ILS, Residential, CIT, ABA, FHA, PA or anything in between, creating and configuring your agency’s applicable service types begins in QSP’s application settings. These instructions will teach you how to setup your vendored services in QSP so they serve you properly.
Begin by going to Utilities -> Application Settings and select “Custom Service Types”. This is where you can configure the attributes for current and additional service types. Here’s a breakdown of each configurable option per service type.
Use – This turns on/off the use of this service type and it’s functionality
Billable – When enabled, the service type becomes an available option in the client profile where it can be further configured with a POS, etc
Payable – When enabled for a service type, the service type becomes an available option in the employee profile where it can be further configured with a Rate of Pay, etc. It also enables shifts that use this service type to be assigned to an employee.
Sub Code – This is an editable text field. Sub Codes can be assigned to a primary service type, and are then further configurable in a client’s profile. In the scheduler, sub codes behave like sub-service types, available when their primary service type is chosen.
Multi-Client – When this is enabled, the service type in the scheduler will allow for multiple clients to be attached to it
Mutli-Staff – When this is enabled, the service type in the scheduler will allow for multiple employees to be attached to it
Rest Period – When enabled, adding a rest period becomes an option within the shift for the specific service type
Mileage – When enabled, adding mileage details becomes an option within the shift for the specific service type
OT exempt – When enabled, and if OT settings are configured properly, the service type will follow OT exempt rules
Obj Notes – When enabled, there’s an option within the service type-specific shift to add ISP objective service notes. The ISP objectives must first be configured in the client profile.
Serv Notes – When enabled, the Service Notes field is made available within the service type-specific shifts
Sched Notes – When enabled, the Schedule Notes field is made available within the service type-specific shifts
Serv Type Back Color – Choose the background color of the service type when it is used in the scheduler.
Serv Type Font Color – Choose the font color that will be applied over the chosen background color. It’s recommended that these contrast, so the font stands out apart from the background.
Exceptions – These default shift color scenarios will override the applicable service type color configurations: When a shift is unassigned (to either an employee or client) the shift color will be red. When a shift contains linked clients, the shift color will be gray.
Unchangeable – You cannot modify the names of these default service types in QSP: SLS, IHDP, ILS or PS. You can disable “Use” for any of these that are not applicable to your company
Custom Client and Employee Events
The live’s of our clients are often so much more than just the routine, authorized scheduling with their staff. Even our employee’s, believe it or not, have lives outside of work. The QSP calendars (for clients or employees) can be used to capture real-life events beyond what is counted toward billing and payroll. To add custom events, go to Utilities -> Application Settings -> Custom Client/Employee Events. Choose “Add” from either the Employee Events grid, or the Client Events grid and enter the new event name. If an event name needs to be edited, double click its name within the grid. Keep in mind that any event name that is edited will not retroactively update any instance where that event was used in the scheduler. This is one of the reasons we do not give an update to Delete. If, there is a need, please contact our support team.
Client Display – Client events will display as a purple color on the client calendar. There is no option to attach an employee.
Employee Display – Employee events will display as a maroon color on the employee calendar. There is no option to attach a client.
You would think that every agency plays with the same overtime (OT) rules, but the truth is that everyone has their own tweak on how they apply and implement overtime, and so often it varies based on the type of service being performed by the employee. Luckily, the OT settings in QSP can be customized to meet the needs of each and every agency. The OT settings in QSP affect payroll output, and scheduling input. To get these setup, navigate to Utilities -> Applications Settings -> OT Settings. Each numerical item below corresponds to its value in the image.
- Enable OT Calculations in Payroll Reports – When enabled, and weekly and/or daily OT settings are set, overtime will be calculated in the payroll reports which include: Payroll Processing Report, Condensed Payroll Processing Report, and Timesheets.
- Calculate OT by Week Only – If daily OT (i.e. Standard OT) is setup, but this setting is enabled, overtime will be calculated in payroll reports (if above setting is enabled) by week only.
- Effective Date for OT – Pick a date when all configured overtime settings will go into effect. This was primarily beneficial when the federal government home care rule went into effect.
- Work Week for Payroll – Defining the 7 day period that makes up the agency work week creates accurate weekly overtime calculations in payroll reports. Therefore, in the scheduler, creating a shift(s) that spans two different work weeks is restricted.
- Hours Worked Over __ Hours in a Week are Considered OT – Define how many scheduled hours an employee can work within a work week before triggering weekly overtime. If this is not set, but client and employee weekly caps are, then this will default to 40 hours.
- Cap Employee Weekly OT at __ hours – When enabled, and the defined employee OT cap is exceeded during scheduling, a warning or restriction message will be triggered. If the user that is modifying the schedule has a role that matches what is listed in the “Role to Override in Schedule”, then they will receive a warning when they are about to exceed the OT Cap. However, if the user that is modifying the schedule does not have an authorized role, then they will be restricted from scheduling beyond the OT cap. Though, an authorized user can input their log in credentials to override the scheduling restriction that was given. Each employee can have their own custom OT cap that is different than what is set globally. Within each employee’s profile, under their “Schedule” tab, is a field labeled “Max Amount of OT Hours Per Week”, and it will display whatever the OT cap setting is, but it can be modified by any user with a matching role as set in the “Role to Override per Employee” field.
- Hours Worked Over __ in a Day are Considered OT – Define how many scheduled hours an employee can work per day before triggering daily overtime. If this is not set, but client and employee daily OT caps are, then this will default to 8 hours.
- Hours Worked Over __ in a Day are Considered Double Time (DT) – Define how many scheduled hours an employee can work per day before triggering double time overtime. If this is not set, but client and employee DT caps are, then this will default to 12 hours.
- Cap Employee Daily OT at __ Hours – Refer to #6 (Weekly OT caps), as this settings uses the same logic.
- Cap Employee Daily DT at __ Hours – Refer to #6 (Weekly OT caps), as this settings uses the same logic.
- Day 7 OT Warning – When this is enabled, a warning/restriction message will be triggered when scheduling a shift for 7 consecutive days within the work week. The ‘Role to Override in Schedule” follows the same logic as outlined in #6.
- Implement OT exemptions – When enabled, and a Custom Service Type has been given the “OT Exempt” attribute, then those service types will follow the defined weekly overtime settings only (i.e. Daily OT will not apply to those service types). However, if an employee is also scheduled a non-OT exempt service type within a work week then the OT exemption will not be used.
- Apply 5 Consecutive Night Shift Rule – This rule is met when one employee is scheduled at least 5 consecutive “sleep shifts” with the same client within the same work week. When enabled, and the “OT Exempt Sleep Shift” option is selected within the shift window in the scheduler, QSP will run a check to verify if this rule has been met and, if so, exempt the proper amount of OT from weekly overtime calculations.
- Apply 24 Consecutive Hour Rule – This rule is met when one employee is scheduled at least 24 consecutive hours with the same client within the same work week. When enabled, and the “OT Exempt Sleep Shift” option is selected within the shift window in the scheduler, QSP will run a check to verify if this rule has been met and, if so, exempt the proper amount of OT from weekly overtime calculations.
- Max Number of Sleep Shift Hours for Clients__ – This field is a general data entry field and does not have any output at this time.
IHSS, and all its glory, is something that QSP recognizes can be complicated, and each agency within each county has a variance with how they handle their (and their client’s) relationship with IHSS. These IHSS settings can be configured to help you get the most out of them, within QSP, and beyond.
- IHSS Work Week for Payroll – This cannot be changed, and is set in accordance with how the federal government defines the work week
- Consider IHSS a Co-Employer (Calculate IHSS toward weekly OT) – When enabled, and if OT Settings have also been setup, when an employee is scheduled IHSS, these IHSS hours are included in the weekly overtime calculation with all other non-IHSS service types the employee is scheduled.
- Consider IHSS Hours in Payroll Reports when calculating OT – When enabled, as well as the co-employer setting above, and overtime occurs during a work week that includes IHSS and non-IHSS shfits, then those overtime hours will be included in payroll reports.
- Cap Client Weekly IHSS at __ – When enabled, IHSS shifts cannot be scheduled if they exceed the applicable client’s weekly IHSS cap. The amount of IHSS hours defined here can also be customized at each client’s “Max Amount of IHSS Hours per week” field, which is located within their POS tab in their client profiles. Only those users that have a matching role as listed in the “Role to Override per Client” can make changes to this field.
- Cap Employee Weekly IHSS at __ – When enabled, IHSS shifts cannot be scheduled if they exceed the applicable employee’s weekly IHSS cap. The amount of IHSS hours defined here can also be customized at each employee’s “Max Amount of IHSS Hours per week” field, which is located within their Schedule tab in their employee profiles. Only those users that have a matching role as listed in the “Role to Override per Employee” can make changes to this field.
Every employee wants to get paid properly. Every admin wants the simplest and easiest way to get their employees paid. Configuring Payroll Settings in QSP is required if you are using any of these features: Electronic Timesheets, Open/Close Pay Periods, and/or Half Month (1-15th, 16th-end) overtime calculations. We think these features make the payroll process quite efficient, so you can spend less time crunching numbers, and more time planning your next vacation. The items below correlate to the steps in the image.
- Define Pay period – Choose between: Half Month (specifically the 1-15th/16-end of month), Monthly (specifically 1st to end), or Every Two Weeks (uses your agency-defined work week that’s set in OT Settings). Upon saving, QSP will automatically configure your pay periods. Defining your pay periods is useful for 3 features, in QSP: 1.) Electronic Timesheets, which is the purpose of this section 2.) Closing our pay periods and 3.) Half Month/Monthly OT Calculations
- Set Start Date of First Pay Period of the Year – For most agencies this coincides with the calendar year
- Electronic Timesheet Options – Read the full instructions here
- Timesheet Periods – Read the full instructions here
- Calculate Daylight Savings in Payroll and Billing Reports – When enabled, the payroll reports will subtract one hour of pay for employees that work between 2 AM and 3 AM on the Daylight Saving Day when time will “Spring Forward”. Likewise, one hour will be added to the payroll reports for those employees who work on the Daylight Savings Day when time will “Fall Back”. These daylight savings hours will be handled accordingly on billing reports as well.
- Utilize Un-Paid Rest Periods – When enabled, Rest Period times will not calculate in payroll reports. Rest Periods are an optional break that can be added as part of any scheduled shift
These QSClock settings are very specific to getting the most out of QSClock, its setup, its notifications, and its revision tracking within the scheduler. These settings will only display if the QSP customer is a paid subscriber of QSClock as well.
Require Clock out/in on consecutive linked to unlink shifts and vice versa – When enabled, employees need to manually clock in/out of their consecutive linked to unlinked shifts and vice versa. If they don’t manually do this, no clock notifications will be sent. On the contrary, if this setting is disabled, employees need to clock in only at the start of their shift and QSP will automatically clock them in and out of all consecutive shifts INCLUDING linked (with matching clients).
Require a Picture to be Taken During Clock In/Out – When enabled for either Clock In or Clock Out, a picture is required to be taken before the employee can clock in or out of their shift. What does the employee take a picture of? That’s up to the agency, though it’s commonly used to verify the employee is with the person they are serving. There is NO option to upload an image. It must be taken using the device’s camera.
Service Types that Apply to QSClock and Its Notifications – To enable QSClock for a lot of clients at once, use the optional bulk update feature. Here, add the service types for the clients that you want QSClock to apply to, and select the “Apply to QSClock” checkbox. Once saved, QSP will find every client with that service type and enable their “Include shifts in QSClock” checkbox.
Shift Revisions – When enabled, any time a clocked shift is later modified (after it has been clocked in/out), the user making the revision is prompted to give a reason as to why they are making the change. This “Revision Reason” pop up gets triggered when changing any payroll data, which includes: Service type, Start Date, End Date, Start Time, End Time, rest period, sleep exemption, client name (adding or removing link), and employee name. If a shift has not been clocked in or out of, and any of its details are changed, no Revision Reason is triggered. By default, there are 5 revision reasons and there is an option, for each, to require the user to give a comment when used.
These settings can be configured to customize how calendars will appear when printed.
Print Name As on Print Schedule – Adjust how the client and employees names are formatted when schedules are printed that contain their name
Weeks to Print on Print Schedule – Choose which part of the client/employee schedules are printed by selecting one of three options.
Employee Expense Preferences
For those agencies that make it worth an employee’s time to work on a holiday, setting up holiday pay is done right here. Or, to get automatically calculated mileage reimbursement rates, just make a few clicks. Check out all these employee expense preferences and how they can be configured to maximize QSP.
Reimburse Employee Mileage at the Following Rates – When the “__ Cents per mile” is enabled and given a rate, this rate acts as a multiplier that automatically calculates the mileage reimbursement when the mileage tracking reports are generated for client and/or employees.
For Holiday Hours Worked, Multiply Employee Pay Rate by__ – This multiplier is applied to the employee service rates that are scheduled on any of the defined holidays, and the totals can be viewed when the Condensed Payroll Processing Report is generated.
Apply Holiday Rate to (Standard/Premium) – This option is only applicable to SLS rate types, as this is the only type of service that is broken down into premium and standard rates. Whatever rate is chosen (Standard, or Premium, or both) the multiplier defined above will be applied to those rates when the Condensed Payroll Processing Report is generated.
Choose the Holidays to Apply this Rate Multiplier – Select the holidays that will use the defined rate multiplier in the calculation of holiday rates, which are totaled automatically when the Condensed Payroll Processing Report is generated.
Minimum Rates of Pay – This setting is best used to bulk update employees’ minimum Rates Of Pay (ROP) listed in their profile, which is commonly applied when there is a state-wide minimum wage increase. Follow the step by step instructions below:
- Select the applicable branch office(s), and this update will be applied to those employees that have a matching office designation in their employee profile. If an employee is not designated to a specific office(s), their will not be updated. The branch office field will be cleared upon re-entry to Employee Expense Preferences as a way to prepare for the next time this setting is used.
- Select the ROP change date (ex: 1/1/2018), which will be applied to the employee’s ROP History details along with a default note saying, “Employee ROP Update”. This setting cannot be scheduled to take effect on a future date.
- Select the check boxes next to the applicable service rates, and set their new minimum rate of pay amount. Once save is selected, QSP will run a process that searches the applicable employee profiles, and increase any selected service rates of pay that are below the new minimum rate of pay and update them to be equal to the new minimum rate of pay. It will not update any existing rate of pay that is above the new minimum.
Rates of Pay Increases – Much like the above “Minimum Rates of Pay”, this setting is used to give a bulk wage increase to multiple employees at once of a particular office, with a particular position, instead of doing it individually. As an example, let’s say you want to give all Personal Attendants a $0.75 raise for their SLS Premium hours, on top of whatever they are already making. Following the same steps as above, but adding the particular position, enter the rate differential ($0.75 in this example) and, when saved, if one employee had and SLS Premium ROP of $12 it’d be updated to $12.75, and if another employee has an SLS Premium ROP of $14.25, it’d be updated to $15.
Client Profile Preference
This setting provides a few shortcuts and preferences to assist in managing client data as it relates to payroll and reports.
Default Client Premium Hours – This first setting pertains to SLS Clients only. If the Default Client Premium Hours are set, then each new client record that is added to QSP will have these fields automatically filled with the SLS premium hours defined here. For more info on setting up SLS Premium and Standard Staffing Rates for individual clients, go here.
Hide Agency Contact Phone Numbers on Client Face Sheets – When enabled, any agency contact that is set in the client’s profile will have their phone number hidden from displaying on the printed client face sheet.
Minimum Client Service Rates – This setting is currently not hooked up. For more info on setting up SLS Premium and Standard Min and Max wages for individual clients, go here.
When the “Ask users to Update Password Every _ Days” is enabled, this will require all users to update their existing passwords the next time they log in after the set amount of days has been reached. To update/reset a password, the email address that matches what’s on file in QSP must also be entered. Passwords must be at least 8 characters and contain at least one number.
There is no getting around setting up and maintaining client records in QSP. It is one of the cornerstones that makes any database worth it’s keep. Though, like any database, the goodness of the data depends on the quality of the data entry. Good data input will give you good data output. Now, there is a minimum amount of client data entry required in QSP, but after that, it’s totally up to you how full and robust you populate each client record, depending on the results you want QSP to help with.
How to Add a New Client
This is what we recommend as best practice for the minimum data entry required when just adding a new client record.
- Enter First and Last Name
- Enter Branch Office code
- Set Status to Active
- Save Record
These 4 steps should result in a green message that will appear in the top right hand corner indicating the record was saved successfully.
Once the record has been saved successfully, you will notice the other tabs that were gray and not selectable are now blue and active. From here, continue adding all other pertinent data for the client.
If you ever get a red error message in the top right hand corner when saving a new client record for the first time, here’s some possible reasons:
- Branch office and/or Status have not been assigned
- A client record with the same first and last name already exists, but may have a Status that is “In-Active”. If this is a returning client, set old client record from in-active to active.
- If neither of these, please contact QSP Support.
How to Setup Services In a Client’s Profile
Scheduling your clients may have been one of the reasons you subscribed to QSP, and it is something that QSP does really well. There’s a few pieces of data entry that, if added, will take scheduling your clients to the next level. If you’re at ground zero, then be prepared for new heights! Adding a service type and activating it for use in the schedule are the minimum steps needed to begin scheduling, as outlined below. Adding POS amounts and other details, though optional for scheduling, will bring additional value.
Service Types, Rates and POS Details
Service Type – To add or update a service for a client, visit their POS tab in their profile. At the “Client Service Types, Rates and POS Details” grid select “Add”, and Service Type Details will open up. From here, all service types that have been labeled as “Billable” in the Custom Service Type application settings will display. Select the appropriate service type from the Service Type drop down menu.
Can Schedule – Select “Can Schedule” if this service type is to be an active and available service type in the Client View of their schedule.
POS – Other than a safe place to keep track of a POS and its expiration date, adding a POS within this grid also turns on the POS dashboard in the Client View of their Schedule, which can be used to track the amount of hours per month being utilized based on the schedule. Adding a POS will also show up when running the Management Report (used for billing) for the client. Adding an expiration date to each POS is optional. Once saved, you will notice that the applicable POS type and the amount are reflected in the client’s scheduling dashboard.
Min Wage – These fields are used when there is a need to customize the employee’s rate of pay whenever they serve a particular client at a specific service type. When a Minimum Wage is set, QSP’s payroll processing reports take any employee’s rate of pay (as defined in their employee profile) that is below the client’s defined Minimum Wage and brings it up to the minimum. For example, let’s say that an employee has a PA rate of pay of $11, and they work with a client that has a PA Minimum wage of $12, the payroll processing reports in QSP will show calculate the employee’s rate of pay for those PA shifts with that client at $12. If the Min Wage is not set, then each employee’s individual rate will be used.
Max Wage – When a client’s Maximum Wage is set, QSP’s payroll processing reports take any employee’s rate of pay (as defined in their employee profile) that is higher than the client’s defined Maximum Wage and lowers it to the maximum. For example, let’s say that an employee has a PA rate of pay of $15, and they work with a client that has a PA Maximum wage of $13, the payroll processing reports in QSP will show calculate the employee’s rate of pay for those PA shifts with that client at $13. If the Max Wage is not set, then each employee’s individual rate will be used.
Bonus – This field allows further control to customize an employee’s rate of pay when working with a certain client at a specific service type. This Bonus field acts as a rate of pay differentials. For example, if 0.75 is entered, then any employee that works with the client at that rate will earn $0.75 more than their defined rate of pay in their employee profile for that rate.
How to Setup SLS Premium and Standard Staffing Hours
Clients that get support day and night often have employees that get paid at two different rates of pay, a day time rate (which QSP refers to as Premium), and a night time rate (which QSP refers to as Standard). QSP’s payroll processing reports use the SLS Premium and Standard Staffing Hours that are setup under the client’s Schedule tab to automatically calculate an employee’s premium and standard rates based on when they are scheduled . Here’s how to set it up.
Begin by defining the Sunday Premium Start and End time frame using the time format HH:MM TT. Then, if all the days of the week use the same allocation, select the “Copy” button to have those Start and End time auto-fill to the remaining days of the week. QSP knows that the opposite of the Premium hours will be Standard. For example, if Premium SLS rates are defined as being from 8:00 AM – 10:00 PM, then Standard rates will apply to any shifts between 10:00 PM – 8:00 AM.
How to Add IHSS Hours
If your client has an IHSS authorization, and you keep track of their IHSS hours, QSP can help. Adding a IHSS NOA (Notice of Action) hours to a client’s profile also turns on the IHSS dashboard in their Scheduler which can be used to track the amount of hours per month being utilized based on the schedule. Adding IHSS hours will also show up when running the Management Report for the client and the IHSS service type in the Client View of their schedule will be activated.
To add or update IHSS hours:
- Navigate to the POS tab in the client’s profile.
- Click into the “Total Monthly IHSS Hours Available” field and enter the IHSS hours in this format HH:MM.
- Pick an “IHSS NOA Effective Date”, if desired.
- Press Save in the top right hand corner of the page, and wait for the green successful save message.
Once saved, you will notice that any previously entered IHSS hours are now reflected in the IHSS History.
Any type of history is usually rich with dates, and timelines, and stories, and it gives us information from the past that we can use to be entertained, or navigate the present with wisdom and understanding. In the case of IHSS history, there’s probably not going to be a lot of stories, but there will be dates…effective dates, that is! As soon as you update the original IHSS total, you’ve made history! A new IHSS monthly total means a new IHSS Effective date to go along with it. Here’s what you need to know about creating IHSS history:
- Edit the current “Total Monthly IHSS Hours Available” with the new, updated total.
- Edit the current “IHSS NOA Effective Date” with the new, updated effective date.
- Press Save in the top right hand corner of the page, and wait for the green successful save message.
As soon as this new data is saved, you’ll notice the IHSS History grid has safely stored your prior IHSS info. The grid contains editable Comments that can be added, if desired. Two things to note as a result of adding IHSS history. For one, the IHSS dashboard in the client’s schedule will reflect the appropriate IHSS totals within the effective date’s range. Also, the IHSS effective date will activate the IHSS hours for the effective month, if it is the 1st of the month, otherwise it will activate the IHSS hours in the following month. For example, if an IHSS effective date is 01/01/2017, the IHSS NOA will be active for the month of January. If the effective date is not the 1st of the month (i.e., 01/02/2017 – 01/31/2017) the IHSS NOA will be active in the next month – February in this example.
How to Setup a Client ISP
There are 2 types of ISP templates: Standard ISP Template and Objective Only Template. This explains the difference between the two, and how to get the most out of each one depending on the outcome you want to achieve.
Objective Only Template – This ISP template and its features can be used with any service type that has been configured in the Custom Service Type Application Settings with the “Obj Notes” option enabled. One of the primary outcomes of this template is for service notes to be written per ISP objective within the specific shifts that use the proper service type (see how that looks in QSMobile here). The details outline setting this up:
- Creating a new Objective Only Template: Select “Add Objective Only Template” and a new template is created.
- Service Type drop-down: Select the applicable service type. Only service types that have been configured for “Obj Notes” will be available.
- Start and End Date: The dates that are entered here activate the Objectives to display in the Scheduler within that time frame. If a shift is created after the ISP end date, the ISP objectives will not be available when adding service notes (per ISP objective) to the shift.
- Objectives: There is a default list of objective options in the Objective drop-down list. If you need to add a custom Objective to the drop-down, select the Edit box to the right of the drop-down field. This is a global tool, and adding to this list will allow these objectives to be available for any other client records. Note: if you edit an existing objective it will not auto-update any other place where it is used.
- Hours per week/Hours per month: Hours entered here will not show up anywhere else. They are for reference and planning only. Each hour entered in the Hours per week field is then multiplied automatically by 4.33 to calculate the total Hour per month. These are then totaled at the bottom and are displayed next to the client’s actual POS for the service type selected.
Standard ISP Template – With this ISP template, there is no limit to the amount of Service Components that can be added, and each contains a General Goal, and options for up to 6 Objectives, Progress notes, and Baseline/plan. These can also be printed as an ISP Progress Report with the option to “Show Medications”, “Show Doctor Visits” and even “Add Signature Fields When Printed” on the printed ISP Progress Report too. Here are a few important notes about its features:
- Either ISP template type can be copied in its entirety using the “Copy ISP” button
- Each part of the ISP can have its details hidden on the printed ISP Progress Report by selecting the “Hide on ISP Report” box for each applicable part.
- Service Components can be added and modified as needed
Printing ISP Progress Reports.
To print, select the Reports tab within the client’s profile, then set the date range for “ISP Progress Report” and choose the applicable ISP to print. Once those are set, click the “ISP Progress Report” hyperlink text and the report will download as a PDF.
How to Add Client Contacts
Client contacts can be managed in one convenient location within a client’s profile in QSP. Here are the basics to adding anyone and everyone, from grandma to service coordinator.
There are 3 contact types to choose from when adding a new client contact, and the type determines how these contacts will be organized on the various client reports:
- Agency – Any employee at your agency
- Medical – Any contact that is medical related
- Important – Any contact that is not “Agency” and not “Medical”
The Relationship drop down menu is auto-filtered by the Contact Type that is chosen, and the results can be customized as needed by selecting the icon to the right of the drop down field. Once Contact Type and Relationship are chosen, set the Status.
Agency Contacts – When an Agency Contact type is chosen, the “Employee Lookup” drop down is also activated, which shows all employees that are entered into your QSP employee database. Once a name is selected, the details that exist in their employee profile will be automatically pulled into the contact form, and will not be editable. If any info of the employee needs to be updated, it needs to be done in the employee profile, and their client contact details will be automatically updated.
Medical Contacts – At a minimum, only a First, or Last, or Company Name must be entered before a contact can be saved. Medical Contacts are also used in the Emergency Plan, Doctor Visit and Appointments tabs, and populate to the Face Sheet, EAP, Medical Quarterly reports, and Contact List.
Important Contacts – At a minimum, only a First, or Last, or Company Name must be entered before a contact can be saved. Important Contacts are referenced in the “RC Contact” field on the Client Info page, and in the Emergency Plan tab, and populate to the Face Sheet, EAP, and Contact List.
How to Assign a Case Manager to a Client
This is a quick and easy piece of data entry that has many points of use throughout QSP. We use the term “Case Manager” to reference an employee at your agency that is a primary overseer of the client’s caseload. Once the client’s Case Manager is assigned (this is optional, of course), this data is used in the Client Case Manager Report, and schedule and report filters throughout QSP. To assign a Case Manager, go to the “Client Info 2” tab within a client’s profile and select the Case Manager drop down, and choose an employee from the list, and then save.
How to Add Doctor Visits
So many of our clients need assistance with managing and tracking their doctor visits. The “Doctor Visit” tab within each client’s profile makes capturing this data easy and allows it to flow to all the necessary QSP reports automatically.
- Medical Contact – Begin by Adding a new Doctor Visit and then select the appropriate medical contact from the drop down. Again, the contacts that display here come from those that are of the “Medical” type and listed in that client’s contact list.
- Visit Date – When A Visit Date and Time are entered, this creates an event/shift that displays blue on that day in the client’s calendar. The times of the doctor visit can be modified within the scheduler and will auto-update the actual doctor visit record in the client’s Doctor Visit tab. An employee can also be assigned to this blue doctor visit shift, and this will display it on the employee’s calendar. These are non-billable, and non-payroll actions within QSP.
- Reason – Add the reason for this visit
- Outcome – Add the outcome of this visit
- New Medication – If applicable, add any new/modified medication as a result of the doctor visit. The details added here will be used in the Medication Quarterly/Annual reports, and will not automatically create or modify a medication in the client’s MedRx tab.
- Next Visit Date – If a next visit date is added, a new Doctor Visit record for that date will be automatically added when the current one is saved. This auto-creation of the next Doctor Visit means only the Reason, Outcome, etc need to be filled out once that visit has been completed.
Reports – The details captured within each Doctor Visit will automatically display when the Medication Annual or Quarterly reports are generated and will display all Doctor Visit within the selected date range. This report and others can be found under the Reports tab within a client’s profile.
How to Add and Use the Client Training Guide
This tool solves the training paperwork dilemma by creating a paperless training guide that uses electronic signatures and automatic data entry to ensure a quick and complete training guide process that saves you time and effort and leaves you feeling confident and safe that your employee’s client-specific training documentation is accurate and up to date. Here are the step-by-step the details of how to setup and use a client training guide in QSP and QSMobile.
Create the Master Training Guide
Under the Service Planning tab in a client’s profile is where you’ll find the “Training Guide” sub-tab. The process begins by creating a master training guide. Trained employees will then sign their own employee-specific version of the training guide, which will include the signature of the trainee and the client. Once saved, this automatically creates a client-specific training record on the trainee’s employee profile. At the very bottom of this tutorial is an explanation of the security permissions that need to be enabled to fully utilize this feature.
- In QSP, begin creating a master training guide by selecting “Add Master Training Guide”
- Then select the Training Type from the drop-down menu. These are the same training types that are used in the Employee profile -> Client Specific Training (highlighted in red in picture 4.1).
- Select “Include Medication Training Checklist” to have a default, standalone document be automatically created upon saving the Master Training Template ((highlighted in blue in picture 4.1).
- Next, add the client’s training details in the 16 available text areas, highlighted in purple in the picture below.
Adding Employee-Specific Copy of Master Client Training Guide
- Once the master training guide(s) has been created, an employee-specific copy can now be added. This can be done from QSP or QSMobile. From QSP, select “Add Training List” and then from the Training Guide drop down select the appropriate the master training guide. Once selected, all of its details will be auto-filled leaving 3 required signature fields at the bottom which will be filled out by the trainer, the trainee, and the client.
- Selecting the Trainee and Trainer’s name from the drop-down menu will display their store signature. If no signature has been previously stored in their individual employee profiles, they can be manually added at the time of signing the training guide by selecting “Change Signature”. The client signature will be automatically stored once it is entered for the first time after updating it via the “Change Signature” option.
- Once saved, this automatically creates a client-specific training record on the trainee’s employee profile that captures the name of the training type, the client name, the trainer and the training date.
- You can also print a paper copy for your records!
Client Training Guide Use in QSMobile
Watch this 4-minute video to see how to complete an employee-specific client training guide through QSMobile.
Client Training Guide Security Permission Setup
Ensure each security role has the new client training guide permissions properly set. Here’s a look at that setup which can be found in QSP under Utilities -> Security Maintenance.
- The permission “Client Service Planning Maintenance” first needs to have “Access” enabled
- The permission “Client Training Guide Maintenance” needs to be configured with the appropriate attributes to control setup and use of Master Client Training Guide. It’s recommended that case manager-type roles have full permissions here.
- The permission “Client Training Guide Employee Specific” needs to be configured with the appropriate attributes, and is dependent on “Client Training Guide Maintenance” having “Access” enabled. It’s recommended that field staff/leader-type roles have some access here.
How to Use Client Connects
It can be difficult for case managers to efficiently document each scheduled, and unscheduled, conversation, interaction, visit and meeting that is had with a client. Often times these “connections” don’t get documented at all which then creates a challenge for ongoing case management to track the progress of all the various elements in a client’s life. This can leave an agency feeling ill-equipped to meet the demands of other interested parties. Luckily, these important details can be captured by using Client Connects within a client’s profile in QSP.
To begin, go to a client’s Service Planning tab, and select the sub-tab “Client Connects” and then click “Add”.
There are six different types of Connects each with their own default set of Connect Description (in parentheses). These descriptions can be customized, as needed, for the first 5 listed below. All Connect Types (except for Monthly Notes) have an option to track total “Time Spent”, the “Persons Present” and “Notes”.
- Community Visit (Day Program/Work Site, Doctor Visit)
- Group Meeting (Circle Meeting, IDT, Annual/Quarterly, Planning/Life Path Meeting)
- Office Visit (Scheduled, Drop In)
- Tech Meeting (Email, Phone, Text)
- Home Visit (Drop In, Monthly, Routine)
- Monthly Notes
Group Meetings – Did Annual/Quarterly Meeting Occur?
Every month case managers need to know which clients have an annual or quarterly coming due. The logical follow-up question that somebody should be asking is if that meeting took place. Here, the data for the latter question is going to be entered. Only within the “Group Meeting” connect type is this additional (and optional) question presented, “If this is an annual/quarterly meeting, did it occur?” If “No” is selected, a “Why Not” text area will be revealed with the intended purpose of offering a place to explain why no annual/quarterly meeting occurred. If “Yes” is chosen, a drop-down appears that is populated with any and all existing Annual/Quarterly months for the client (which are set within the EAP tab). The applicable Type (month) should be chosen and the entire connect saved. See below for the report that connects this data together.
Group Meetings – Annual/Quarterly Client Connect Tracking Report
Under Clients -> Reports is one called “Annual/Quarterly Client Connect Tracking Report” which tracks Annual and Quarterlies that are scheduled compared to those that have actually occurred. “Scheduled” types are defined by their set months (within the EAP tab), and whether they occurred or not is defined by the above method using the Group Meeting type of Client Connect.
The Home Visit type Client Connect is very robust and detailed and includes sections on Home Log Review, Home Environment, Advocacy/Assistance & Safety, and Notes. Each item within each section provides an option to upload a picture when completing the Home Visit using QSMobile. Now, there may be times when a full home review is not the intended purpose, and in those instances, the “Notes Only” option can be used to hide all the other details and just show an area for writing notes (see image below). When this is the case, the printed Client Connect Summary will place this type of connect in the Other Connects header of the report.
Monthly notes is a way to capture what’s been going on with the person being served over the course of the month. This also includes a section to detail their Current Goals, and Staffing Schedule for the Month/Year. Also within the Monthly Note connect are 3 types of contacts that can be defined: In-Home Money Manager, Medication Overseer, and House Lead. Each of these data points in the Monthly Notes will appear in the Client Connect Summary.
Client Connect Summary
All of the important Connect information that is being entered month after month can be printed when using the “Client Connect Summary” (Clients -> Reports). There are a handful of details that do not come from the Connects but are auto-populated from other fields in the client profile. Here are those details:
- Case Manager – This is defined by which agency employee is chosen in the Case Manager field located under the “Client Info 2” tab (click here to jump to step by step directions)
- Conservator – This is defined by the existing client contact that has the “Conservator” attribute selected (see image below)
- Last Doctor’s Appointment – This is automatically chosen based on which Doctor Visit has most recently occurred as defined by the month and year the report is generated
- Staff/Back-up Staff- This is a designation that is made within the existing contact records in the client’s Contact list (see image below).
Client Connect Summary Example
Here is a look at how the Client Connect Summary will appear when printed for a particular Month/Year.
Client Connect Statistics Reports
There is an additional report called “Client Connects Statistics” found under Clients -> Reports. It contains 2 reporting types (“Person Connecting”, and “Client”) that can be generated for any date range. Here is a look at each statistical report type:
Person Connecting Statistics – This report shows the Client Connect details for each employee that connected (i.e. Person Connecting) with a client during the selected date range. It gives a breakdown of each of the 5 Connect types including how many total instances that Connect type occurred, and the total time duration by the person doing the connecting. This is sub-totaled by type and time, and includes grand totals in the last columns. Specifically for Home Visits, if there were zero occurrences the cell will be red.
Client Connect Statistics – This reports shows the client by client breakdown of their Connect details while separating the Total Time between Home Visit and all Other Connect types. Like the Person Connecting Statistics report, if the Home Visit type was zero the cell will be colored red. Also, the column “Minimum of 1 Face to Face Visit” will be set to “Yes” if Home Visit, Community Visit, Group Meeting, or Office Visit has at least one occurrence (i.e. all except Tech Meeting). The last column indicates the total number of clients in the generated report, which is then divided by the total number of clients that have a “Minimum of 1 Face to Face Visit” resulting in the percentage of Face to Face Connect that occurred during the selected time period.
Client Connect Dashboard
The purpose of the Client Connect Dashboard is to provide a quick monthly snapshot into which Connects have been completed. The Month and Year need to be manually selected to load the dashboard details, and clients will load by case load by default, unless the “All” filter is selected. There’s an emphasis on “Home Visit” and if zero have been completed then the cell is colored red. The “Face to Face” cells will display a green colored Yes if either the Home Visit, Community Visit, Group Meeting or Office Visit types have at least one Connect completed.
Client Connect Security Permissions
For all of this magical connection to occur, each security role must be properly configured. This can be done (by those with the access to do so) by going under Utilities-> Security Maintenance. Then select the Role to assign permissions to. Next, select the “Access” attribute for the Client Connect dashboard module to be enabled. In the Client module section find the Client Connect Maintenance function. Selecting “Access” only will give the user the ability to see the tab and view the details. Setting “Create” will give the ability to Add a new Connect, and “Update” will allow it to be modified, and “Deleted” gives permission to delete a Connect. Please note that the Service Planning Maintenance function must be set to “Access” also too because it is the primary tab while the Client Connect is its subtab.
How to Submit a Field Incident Report (FIR)
A Field Incident Report (FIR) is a term in QSP used to describe an incident that occurs while an employee is serving a client. An FIR precedes a Special Incident Report (SIR), which can also be added into QSP. An FIR can be added via QSP or, more commonly, using QSMobile.
How to Submit an FIR Using QSMobile
Watch this 3 minute to learn how an employee can use QSMobile to submit an FIR.
How to Setup FIR Notifications
There is one FIR type notification to set up which is automatically sent when an employee submits an FIR via QSMobile. From Utilities -> Notification Maintenance -> Add and choose “FIR Notifications” from the Notification Category and then “FIR-Report Notification – Sent by Employee” from the Sub Category. Select the Recipient(s) positions, and the delivery methods and then save.
How to Setup FIR Security Permissions
Navigate to Utilities -> Security Maintenance and select the “Assign Permissions” link next to the Role in which setup is desired. Find Client FIR Maintenance and enable the appropriate attributes. For employees to use in QSMobile, “Create” and “Access” must be enabled. There is not an option to update an existing FIR, whether from QSP or QSMobile. When accessing FIRs from QSP, the “Client Incident Reporting Maintenance” permission must also have “Access” enabled.
How to Access in QSP
To access from QSP, visit the particular client’s profile and select the Incident Reporting tab, and there will be the FIR and SIR subtabs. The FIR cannot be modified once it has been saved, but it can be deleted as necessary. The SIR tab contains more detailed and robust incident reporting options with editing flexibility. These 2 tabs do not connect data in any way.
Often times the task of inputting employee’s information into QSP can seem insurmountable. However, if the most important and immediate outcome is just to get the employee setup to be scheduled, then there are just a few pieces of data needed!
How to Add a New Employee – Part 1
(with Minimum Data Entry)
These steps show how to add an employee and set up their profile for scheduling purposes. Begin by navigating to Employee Maintenance. The steps outlined refer to the steps shown in the image.
- Select “Add Employee” – this option is available to those users with the appropriate QSP security permission
- Enter employee’s First and Last Name (and other names if applicable)
- The “Name Change Effective Date” can be left blank
- *Select a Security Role – If employees will access QSP, and/or QSMobile, and/or QSClock, they need a Role. There are 7 default Security Roles to choose from.
- *Add Login Code – Create a custom login/username. Each employee’s usernames must be unique, and they are not case sensitive.
- *Create Password – Create a custom password which must be at least 8 characters and contain at least one number.
- Save – After saving, all grayed tabs will be made active. CONTINUE to Part 2 below.
Employment Details (How to Add a New Employee – Part 2)
After saving the initial information on the employee’s Personal Information tab, select the Employment Details page to complete the initial, minimum employee set up for the purpose of scheduling.
- Employment Status – When the status is set to Active, the employee is active in QSP. Other Status options can be used when an employee is not active.
- May Provide Service – Check this box for employees that will be scheduled in QSP, and their name will show in the Scheduler
- Current Position – Select the employees’ current employment position
- Add new Position – Use this option to add/edit an employment position
How to Setup Employee Services for Scheduling
(How to Add a New Employee – Part 3)
If you offer multiple services, it can be challenging to continuously verify that your employees are being scheduled for only those services they are authorized. For example, an employee that has been hired for SLS shouldn’t, unintentionally, be scheduled in ILS. QSP has solved this challenge by requiring that the services an employee provides be designated in their employee profile prior to being scheduled. Furthermore, we’ve linked this to their rate of pay (ROP).
Employee Service Types & ROP Details
To add or update an employee’s base rate of pay and/or service details, visit their employee’s profile, and under the Employment Details tab, near the bottom, will be a grid section called “Employee Service Types and Rate of Pay Details”. To add a new Service Type select “Add” and the Service Type Details will open up below. From here, all service types that have been labeled as “Payable” in the Custom Service Type application settings will display. Select the appropriate service type from the drop-down menu, and, if desired, input the Rate of Pay (ROP) and its Last Changed date (ROPs are used in the Payroll Processing Reports). Select “Can Schedule” to activate this service type in the employee’s schedule.
To activate “IHSS” as an employee service type, select the “IHSS Worker” checkbox located under the Employment Details tab. This checkbox also controls the display of the employee IHSS Weekly Cap dashboard, if there is a weekly IHSS cap set for the employee.
How and Why to Assign a Supervisor to an Employee
Often times agencies will organize their operations so that each employee has a supervisor that they are assigned to. This makes direct communication less confusing because the employee doesn’t have to guess whom they need to report to. Now, designating supervisor assignments in QSP also has its own set of benefits, including how employee notifications are delivered to and from supervisors, which is seen primarily in the use of Time Off Requests, and Electronically Signing Timesheets, as well as several scheduling and reporting filters throughout QSP. To assign a supervisor to an employee, visit their Employment Details tab within their profile and choose the proper employee from the Assigned Supervisor drop-down. Then Save.
How to Add Client Specific Trainings
So many agencies struggle to effectively track the training(s) an employee completes for each client they serve. For those who require these type of client specific trainings to be completed, QSP has the perfect solution that will make you feel more organized. Within an Employee’s profile, select the Requirements/Training tab, and then select its sub tab: Client Specific. Add Client Specific Trainings can be categorized into 3 parts as described below.
- Only three steps are needed for the minimum amount of data needed to save.
- Add new Client Specific Training
- Select Training Type – The training type names can be customized as needed.
- Select Client Name
- The Training Date, Trainer, Date Completed and Expires On are optional data entry tracking.
- Employee Removed from Client Home – Using the above screenshot (1.3.2) as a visual, this option can be used to indicate if an employee has been removed from a client’s home. Use the Effective Removal Date field and Removal Reason text area to give all the necessary details. If the employee has been removed from the primary client’s home, an indicator will appear in parentheses next to their name in the employee drop down in the schedule shift window.
- Updating Client Default SLS Hours – If “Update Client’s Default SLS Premium and Standard Hours and Use for Payroll” is selected, the Premium Hours Start and End Times will automatically pull what is set up in that client’s profile. This feature is used if you want to pay an employee a different SLS premium/standard (i.e. awake/sleep) allocation for a client than what is set by default
Employee Schedule Preferences
Schedule preferences are an optional tool that can track the dates and times an employee “cannot” work, or “prefers” to work. Here are the 8 key steps to maximizing the use of Schedule Preferences
- Set Schedule Preference Security – Check that the 2 permissions relating to Schedule Preferences are properly set for each Role. We recommend logging in as each Role to ensure that it is configured per your needs.
- Employee Schedule Preference Maintenance permission
- Schedule Preference Status permission
- Setup Schedule Preference Notifications – This step is important if supervisors want to be notified when employees submit a Schedule Preference Request, and if employees should be notified when the supervisor has Approved or Denied that request. This setup is very similar to Time Off Request notifications and can be configured under Utilities -> Notification Maintenance. There are 3 total Schedule Preference Notifications that can be set up, as desired. The image in 2.2 shows how it appears in QSMessages and as a Text/SMS.
- Creating a Schedule Preference – There are 2 types of Schedule Preference types: Unavailable and Preferred. Begin by selecting Add, and choose one of these types, then select the Start Date, as well as Start and End time. Next, choose how often it will repeat (Weekly, Monthly, etc). Finally, choose the date it will end on. Depending on the permissions of the user adding a schedule preference, the Status may also need to be set.
- Schedule Preference via QSMobile – Schedule Preferences are just as easy for employees to manage in QSMobile too. Schedule Preferences that are still pending approval will display as a red color, and those approved will display green, and those denied will display in gray.
- Schedule Preferences in Employee Schedule View – All Approved Schedule Preferences also display in the employee’s schedule view by selecting “Show Schedule Preferences”. The “Preferred” types display with a white background and blue text, and “Unavailable” display with a white background and red text.
- Show Available Employees Only – Unavailable Schedule Preferences are included when the “Show Available Employees” filter is selected in the edit shift window in the Scheduler. This means that any employee that has an approved Unavailable Schedule Preference that conflicts with any portion of the shift being edited will have their name omitted as an available option.
- Conflict Warning – If scheduling a shift with an employee that has an approved Unavailable Schedule Preference, a warning message will be triggered.
- Schedule Preferences Report – This report captures employee Schedule Preferences Details. It’s found under Employees -> Reports -> Schedule Preferences. The selected date range will generate the Schedule Preferences that have a Start Date during that time frame. You can use the optional Preference Type and Status filters to pre-filter the data you want to see exported to Excel.
How to Submit and Manage Time Off Requests (TOR)
Managing and tracking employee’s request for time off using just paper can be quite burdensome and inefficient. There’s certainly a greater possibility that a TOR can be forgotten. QSP’s Time Off Request tools are designed to make it easier for both office and field staff to communicate and track TORs so everyone feels more confident.
Setting Up TOR Security Permissions
First, navigate to Utilities -> Security Maintenance to ensure that each employee is set up with the proper security permissions based on their security role.
- TOR Dashboard Maintenance – This controls if a user can access the TOR Dashboard and approve/deny (“Update” attribute) TORs from it.
- Employee Approved or Denied TOR – If “Update” is enabled, a user can make changes to an approved or denied TOR. It’s common to keep this disabled for Field Staff type employees.
- Employee TOR Maintenance – This controls the TOR tab in the employee profile. “Access” allows the tab to be visible, and “Create” allows a user to add a new TOR, and “Update” allows a user to edit an existing TOR (which yields to the permission mentioned in #2 above), and “Read” allows the user to see the TOR only (if “Update” is also disabled)
- TOR Status – This controls the Status drop-down which is only seen in the web app (not QSMobile).
TOR Application Setting
Under Utilities -> Application Settings -> Scheduling Conditions is one TOR setting that can be set up to prevent TORs from being submitted from QSMobile that X days before the requested start date.
TOR Dashboard Tracking
The TOR dashboard displays all pending TORs. The default filter is “Show My Case Load” which displays all pending TORs for employees the logged in user is the “Assigned Supervisor” for. The “All” filter can be used to see all employees company-wide with a pending TOR. Use the “Approve” or “Deny” buttons in the far right-hand column to reply directly from the TOR dashboar.! Also, the “# of Days Pending” column displays the number of days that have passed since the Date of the Request. Its color coding follows this logic: When pending 0-3 days = yellow; if 4-7 days = orange; if 7+ days = red. This column is also used to index the grid. The column labeled “# of Days Approved this Year” displays the total TORs approved for that employee from Jan 1 – Dec 31, for the current year. This same info can now be found in the employee’s profile as well.
TOR Notification Setup
There are four types of TOR notifications that ought to be configured when actively using the TOR functionality, and the sending/receiving of notifications are dependent upon active email/phone numbers being configured per employee.
- Pending TOR-Sent by Employee – This type of notification is automatically sent by the employee.
- TOR Approved-Sent by Supervisor – This type of notification is sent to the applicable employee when their TOR is approved
- TOR Denied-Sent by Supervisor – This type of notification is sent to the applicable employee when their TOR is denied
- Update to Pending TOR-Sent by Employee – This type of notification is sent by the employee if they update any data on a pending TOR
How Employees Submit TORs using QSMobile
Check out this video tutorial that guides employees through the practical steps of submitting a Time Off Request. All the setup outlined above is so that this can happen really well.
How to Use Paid/Sick Time
It can get difficult to track when an employee has a sick day, and ensuring they get paid appropriately for it. To help with this, we’ve included a “Paid/Sick Time” option within the employee’s Time Off Request tool, and a way to track it annually, and the ability for it to be included in payroll reports.
Adding Paid/Sick Time Hours
Data entry begins in an employee’s profile, within their “Schedule” tab where the Time Off Request (TOR) grid can be seen. First, create a new TOR (or open an existing one that may have already been submitted by an employee. See more on that method in instructions above). Next, click the “Paid/Sick Time” checkbox to activate the “Paid Hours” field and input the appropriate number of paid hours. For these Paid hours to be included in the payroll reports the TOR status must be set to “Approve”. Upon saving, there is a check to determine if the total Paid Hours will exceed the total TOR time (as defined by the period of time from its Start Date/Time to its End Date/Time). A restriction message will show if changes need to be made.
Paid/Sick Time Used Annual Calculation
Under the employee’s “Employment Details” tab, amongst their Employment info, is a field titled “PTO/Sick Time Used”. This automatically calculates the total number of Paid/Sick Time Hours that have been approved so far for the current year.
Paid/Sick Time Pay Rate
Also, in the same section, is a drop-down titled “PTO/Sick Time Pay Rate”. Here is where an employee’s existing pay rate for a specific type of service can be applied as the default pay rate for any “Paid/Sick Time Hours”. This is beneficial if the Payroll Processing Report or Condensed Payroll Processing Report is used, as they will reflect that pay rate. Please note, we are using “PTO” (Paid Time Off) interchangeably with Paid Time.
How to Manage Employee Status Types
When the employment status of an employee needs to change, there are several options to choose from. These can be managed under an Employee’s Employment Details tab. Here is how each can be utilized:
- Active – This primary status activates an employee’s record in all applicable places in QSP, and allows remote access (i.e. ability to log in to QSP/QSMobile if their credentials have been setup.
- Applicant – A status type that activates the employee in the employee maintenance list, but not in the scheduler, and prevents remote access.
- In-Active – A status type that disables an employee’s record and removes their name from all employee lists and the scheduler, and prevents remote access.
- Pending – A status type that activates the employee in the employee maintenance list, but not in the scheduler, and prevents remote access.
- Separated – A status type that deactivates the employee in QSP, removes them from the scheduler, and prevents remote access.
- Suspended – A status type that deactivates the employee in QSP, removes them from the scheduler, and prevents remote access.
- Deleted – A status type that deactivates the employee in QSP, removes them from the scheduler, and prevents remote access.
Showing All Employees
If an employee’s status is set to In-Active, Separated, Suspended, Deleted or Applicant, that employee record can be recovered at any time. Select the “Show All” button on top of the Employee Maintenance grid and all employees with that status type will display. Once their name is highlighted, their information can be managed as needed.
How to Delete Employees
To delete an employee record, select the “X” button in the far right-hand side of the employee grid, and then confirm deletion if prompted. When an employee is deleted, they are given a status of “Deleted”. As a result, these types of employee records can still be recovered at any time. Select the “Show All” button on top of the Employee Maintenance grid and the status type will appear blank for those employees with a deleted status type.
How to Use Employee Connects
We use “Connect” to summarize the many ways a supervisor/admin engages an employee. QSP’s Employee Connects are used to capture and track the key elements to each employee connection in a way that is simple, while providing downstream reporting with statistics that help supervisors know more about what is going on with their staff, so they can make the best decisions possible.
Employee Connects are found within the employee’s profile under the Performance tab, and how much each user experiences can be defined in Security Maintenance. Begin by adding a new Connect. Next, choose a Purpose by selecting from one of the 8 options:
- Check In
- Follow up/debrief
Additionally, a Mode, Location, Duration, and Notes can be added to the Connect record. The user creating the Connect will be saved as the Person Connecting.
All Connects are created equal, except if it is the Coaching type. When this Purpose is chosen, an additional Reason drop-down menu displays with 11 possible Reasons for the Coaching. The Reason drop-down is also modifiable if needed. What is also unique to a Coaching Connect is the option to “Send Employee a Summary (exclude notes)” which can be done by selecting that checkbox and pressing Save. If this type of notification is configured, the employee whom the Connect is about will receive the coaching communication from the Person Connecting.
Another expandable connect type option is “Recognition”. When selected, this displays Category and Reason drop downs. The Category contains these 4 options: Partnership, Leadership, Communication and Growth. Each of these category types will filter their own unique Reason drop down options. The Reason drop down is also modifiable if needed. Recognition Connects also have the option to “Send Employee a Summary (include notes)” which can be done by selecting that checkbox and pressing Save. The primary difference here between Recognition and Coaching types notifications is that the Recognition summary notifications include whatever text is written into the Notes field as part of the notification to the employee.
Coaching/Recognition Connect Notification Setup
Navigate to Utilities -> Notification Maintenance -> Add -> Notification Category: Employee Notifications -> SubCategory: Coaching Connect/Recognitions. Note that the Recipient and Sender will be determined automatically, as well as the default message.
Employee Connect Dashboard
The emphasis of the Employee Connect Dashboard is to provide quick feedback on the status of Face to Face connects. By default, the dashboard is filtered to “Show my case load” which displays employees whom the logged in user is the “Assigned Supervisor”. The dashboard must be manually loaded which is done by selecting the Month and Year. A “Face to Face” Connect is any that have “Face to Face” as the assigned Mode. If there is at least one of these Connects within the chosen month, the “Face to Face?” cell in the dashboard grid will display “Yes” in a green color.
There are 3 reports that provide comprehensive details for Employee Connects. Each is found under Employee -> Reports.
- “Employee Connects Statistics” – This report provides totals for each type of Mode the Connect was delivered. If there were zero Face to Face connects, it will display red. If there were at least 1 Coaching or Discipline connect, it will display red. In the top right corner is the Total Face to Face Connects, which is calculated by the total number of “Minimum of 1 Face to Face Connects” with a “Yes”. This amount is divided by the “Total Employees” (the total number included in the report), which results in the % given.
- “Employee Connect Summary – Expanded” – This report can be generated in two types: Person Connecting or Employee. If ran as Person Connecting, the report will be indexed alphabetically by the person that performed the Employee Connect. The sheet name is then formatted accordingly: Person Connecting-Employee.
- “Employee Connect Summary – PDF” – This report contains the same data as the above mentioned “Employee Connect Summary – Expanded”, except that it is formatted to a PDF.
Finally, all clients and employees have been added and setup, all applications settings have been configured, and now it’s time to start building the schedule. We realize that each schedule is going to be personalized for each client, which is why there is so much flexibility in how a schedule can be created. In this section, we will outline the necessary scheduling features, tools, tricks, and methods that will bring organization, clarity, and crucial management insight into all daily operations.
Show Employees with Training – When a client name is selected, an option to “Show Employees with Training” will display above the employee grid. When selected, the list of employees will be filtered to show only those who have a type of training with the selected client. To learn more about the data entry that is needed for this filtering to work, read our documentation on Employee Maintenance “How to Add Client Specific Trainings”.
Show Clients by Case Manager – This is a helpful way to filter the list of client names by Case Manager for ease of viewing. Simply select the “Show Clients by Case Manager” checkbox, and choose the name of the employee that is a Case Manager and, once selected, the list will automatically filter to show only those client names that have the selected employee as their case manager. To learn more about the data entry needed to make this filtering work, read our documentation on Client Maintenance “How to Assign a Case Manager to a Client”.
Show Employees by Supervisor – Like the client Case Manager filter, this is a helpful way to filter the list of employee names by their assigned supervisor for ease of viewing. Simply select the “Show Employees by Supervisor” checkbox, and choose the name of the employee that is also a Supervisor and, once selected, the list will automatically filter to show only those employee names that have the selected employee as their assigned supervisor. To learn more about the data entry needed to make this filtering work, read our documentation on Employee Maintenance “How to Assign a Supervisor to an Employee”.
How to Add New Shifts
Each client and employee schedule is made up of numerous individual shifts and with varying complexities.
- Choose Schedule View – To begin scheduling, go to Schedule Maintenance, and then select either the client or employee name, and their schedule will load for the current month. Client and employee schedules are linked to each other, so adding/editing shifts can be done from either view. The example below is given in the client view.
- Select Day – Clicking once on a day will highlight that day blue, and double-clicking on a day will open up the new shift window. Be advised that the first click onto the calendar may reposition the schedule so the entire month view will fit squarely within your computer screen.
- Select Service Type – Always begin by choosing the service type. The Service Type drop-down will show only those services specific to the client (or employee if adding a new shift from the employee view). For more on setting up client services go here. Once the appropriate service type is selected, the layout of the shift window will conform to match the shift attributes that were setup in Customize Service Types.
- Input Date/Time – Inputting the Start and End time can be completed in 3 different ways depending on preference. 1.) Use the time picker (clock icon to the right) to select from a list of times in 15-minute intervals. 2.) Manually type in the time, while keeping this format: HH:MM TT. 3.) Use the Tab keyboard shortcut to navigate between fields, and it will auto-format a manual time entry of 8a to be 8:00 AM, and will also auto-adjust the end date to the next day when the end time is 12:00 AM or when the end time is before the start time.
- Repeating Shift – Shifts in QSP can be set up to repeat Weekly or Daily, and only within a month.
- Repeat every – Use this option to change the interval of how often the shift repeats
- Repeat on – Select all the days of the week the shift repeats
- End – Choose when the repeating shift will end, whether after a certain number of occurrences (less common) or on a certain date (common).
- End of Month – The big gray button titled “End of Month” (below the Repeat option) can be selected to auto-populate the End On date to be the last day of the month (most common)
- Assign Employee – Select the appropriate employee. Only those employees that have a designated service type in their employee profile that matches the shift service type will display (more about that data entry here). Select “None” to not assign any employee to the shift. This will turn the shift a red color upon saving and is a great visual indicator to represent a shift needing an employee.
How to Print and Email Schedules
Every schedule deserves to have the option to be printed and/or emailed, whether it be the client or employee. Schedules can be printed one at a time or in bulk, depending on need.
Print Schedules Individually
- Go to the schedule view of the employe or client to be printed
- Select the “Print Current Schedule” hyperlink
- The schedule will download automatically as a PDF. The location of this download may vary depending on browser settings
- Open and print. Check to ensure print settings are capturing full month. If not, (un)select “Fit to Page”.
Printing/Emailing Schedules in Bulk
- Navigate to the Scheduling menu and select its submenu Reports -> Print/Email schedules (see above image).
- Set the desired filters
- Report Type (either Employee or Client)
- “Include Cancelled Shifts” – any shifts for the selected month that have been marked as “Cancelled” will be included
- “Include Rest Periods” – any shifts for the selected month that contain a Rest Period will display the Rest Period times
- Select the desired individuals
- Select “Email PDF” and each selected individual will be sent an email with a PDF attachment of their specific schedule. If no email address is on file, the schedule will instead be printed. A new browser tab will open up to process this request and give an “Emails Sent” confirmation.
- Select “Export to PDF” to print the schedules of all selected individuals. A new browser tab will open to process this request and download the files once complete (download location may vary depending on browser settings).
- Open and print. Check to ensure print settings are capturing full month. If not, (un)select “Fit to Page”.
How to Copy Schedules
After building a perfect client schedule for the month it sure would be nice to just copy it to the next month. Well, that is an absolute reality! There are two ways to copy a schedule: One schedule at a time, or multiple schedules at once. No matter which method is chosen, it can be copied as far into the future as needed – to infinity and beyond (though we don’t recommend that length). It’s very important to know that there are no checks or validations that occur when copying. In other words, no conflict checks, no overtime checks, sleep validations, etc. Best practice is to confirm that no unwanted shifts already exist in the next months. The more schedules being copied at once, and the more robust they are, and the farther into the future they are being copied, the more amount of time it may take to complete the copying process. “What about schedules that contain shared or linked clients?” Yes!! Those can be copied as well.
- One Schedule at a time. Begin with the client or employee schedule view that needs to be copied and click the “Copy Schedule” link, located next to the Print Current Schedule link. A popup window will appear, and the top field “Copy Month/Year” will default to the month of the schedule being copied. Next, set the “Through to Month/Year” to a time after the month being copied from. Then select the Copy button, and wait for a successful copy message.
- Multiple Schedules at Once. Within the Scheduling menu select the sub-menu called “Utilities” which contains a “Copy Schedules” link. Much like copying one schedule at a time, set the From and To months, then choose what type of schedule (Client or Employee) is being copied. Select those persons from the list and click the “Copy Schedules” button. A new browser tab will open in that will process this request. Once complete, a “Client Schedules Copied” message will display.
- One Schedule at a time. Begin with the client or employee schedule view that needs to be copied and click the “Copy Schedule” link, located next to the Print Current Schedule link. A popup window will appear, and the top field “Copy Month/Year” will default to the month of the schedule being copied. Next, set the “Through to Month/Year” to a time after the month being copied from. Then select the Copy button, and wait for a successful copy message.
- Copy Schedule Permissions. There are two security permissions to accommodate this copy schedule feature. Configuration for each user’s role can be done within Security Maintenace. At the Schedule Module section note the permissions: “Schedule Utilities” and “Copy Schedules”, each with an “Access” attribute. Enable these for the roles that will be permitted to copy schedules.
How to Delete or Cancel Shifts
Scheduled shifts need to be deleted sometimes. That’s just the reality. When it’s deleted, it’s gone forever. There’s no “undo” option. On the other hand, there is an option to “Cancel” a shift (vs deleting it). This is a way to remove that shift from the schedule, but keep a record of the cancellation. This type of tracking is beneficial to validate the shift was scheduled, and that, maybe, the client chose to cancel their services for that day (or a myriad of other scenarios that could prove useful).
- Delete/Cancel One Shift at a Time. The option to delete resides on top of a shift, and within the shift. Hovering over a shift will reveal a black “X” on top of the shift and after selecting (the next popup may vary if it’s part of a repeating shift) will be the option to Delete Shift (red button) or Cancel Shift (blue button).
- Cancel Shift Reason. Upon choosing “Cancel Shift” a reason must be given about the cancellation. This will be saved within the shift’s Schedule Notes field.
- Show Cancelled Appointments. To reveal those shifts that have been canceled, select the “Show Cancelled Appointments” option shown in this screenshot and shift that has been canceled in that month will be displayed in a brownish color. Canceled shifts cannot be un-canceled.
- Bulk Delete/Cancel. The option to delete and/or cancel shifts in bulk is very helpful when needed. From the client or employee schedule view, select the “Delete/Cancel Shifts” link at the top of the calendar. Then select as many shifts to be deleted/canceled as desired. If canceling, there is a requirement to enter a reason why. This same reason will be applied to all canceled shifts. Normal scheduling checks will occur.
It’s great to be able to schedule a bunch of shifts at once in QSP, but there’s always a chance that you may need to edit a bunch of those shifts too. Stuff happens, let’s face it. The bulk edit tool gives you the option to edit a bunch of shifts, and shifts details, in one grid, all at once! This option can be found within the scheduler as a button at the top of the client/employee schedule views.
The most common details of a shift can be edited in bulk: Client or employee name (depending if you are in the client or employee view), service type (note: selecting a different service type will not re-sort the employee list), start and end date, and start and end times. If a shift is linked to another client, the client name will not be editable. We’ve also ensured that no shifts within a closed pay period will display in the edit shift grid. To edit a specific shift detail, select its field and make the needed adjustment and then press TAB or click around the selected field to confirm the edited selection, and a red tag can be seen on the edited fields within the grid.
**Please use this feature wisely as we’ve intentionally disabled scheduling checks and validations upon saving (i.e. OT, timesheets, conflicts/overlaps, sleep exemptions, IHSS caps, work week, service types, etc).
There are a variety of notifications for every module in QSP that can be set up and customized to meet the unique needs of each agency. This documents the core features of Notification Maintenance which is accessible under Utilities for those that have the permission to access it.
Adding a New Notification
After navigating to Notification Maintenance, click “Add” to create a new notification. A blank Notification Details will appear below the existing grid. Begin by selecting the Notification Category and choose the applicable notification. Once selected, the Notification SubCategory will display the specific types of notifications available within that category.
Notification Delivery Methods
There are 4 types of delivery methods that can be enabled per notification type. Select any or all of the possible ways a notification can get delivered to the appropriate recipients, and its corresponding message box will display, and the message details will generate by default.
- Push Notification – The delivery of a push notification is dependent on the recipient having allowed QSMobile to send push notifications to their device.
- Text (SMS) message – The delivery of a text message is dependent upon the recipient having an active phone number in QSP that can receive SMS.
- Email – This delivery option has a customizable Subject line. The delivery of an email message is dependent upon the recipient having a valid email address in their QSP profile.
- QSMessage – A push notification is used to alert the recipient in QSMobile that they have a QSMessage and so the same delivery parameters apply as defined above for “Push Notifications”.
There are varying setup details depending on which Notification Category and SubCategory are chosen. Here are general explanations of some of the common details.
- Office – Notifications can be set up for a particular office if the details of the notification need to be office-specific, otherwise, it can be kept at its default which is “All Offices” (i.e. Company-wide)
- Sender – The lone employee selected as the sender is pertinent only for email deliveries. Their email address will be used by QSP to automatically denote them as the sender and be more recognizable by email clients. The sender will also automatically receive an email that indicates which emails were sent by them.
- Recipient – Select all applicable Current Positions that should receive the notification and they will be sent the notification. If the notification is defined to a particular office, then only those selected positions within that office will receive the notification.
- Case-wide – This is defined as which employees with a matching Current Position are also listed as an Agency contact in a client’s contact list. This is an ideal setting to send the notification to specific employees that may have a specific client caseload.
- Include Employee Whom the Notification is About – This option is seen on Employee type notifications and should be selected to allow an employee to receive a notification that is about them. For example, let’s say a First Aid notification is setup with this option enabled. When an employee’s First Aid is about to expire, they will receive this alert. Do NOT also include the employee’s Current Position in the recipient field. The Recipients would be those who need to receive this type of notification to be aware that it was sent to the specific employee.
- Send Email/Notification #Before Days – This number will determine how soon before something is expiring to send the notification
Which Payroll Report Should We Use?
Ever agency has the same payroll goal: Get employees paid accurately and on time.
Oddly (or not), every agency does NOT use the same rules, or pay periods, or rates, or logic to pay their employees. So, in addition to our OT and Payroll settings, which helps define how payroll should calculate , we’ve developed a handful of different style payroll reports to calculate and display payroll data in a way that meets everyone’s (so far) needs for getting their payroll data to their payroll processor (QSP is not a payroll processor).
- Payroll Processing Report – Totals the amount of hours each employee works per service type, per client. It includes any overtime hours as a separate line item, and displays it as the a weighted average.
- Condensed Payroll Processing Report
- Simple Payroll Report
- Daily Service Payroll Report
- Standard Payroll Report